Assistant Company Secretary - Sandton at Growthpoint Properties

Job purpose

To provide Company Secretarial and administrative support and act as a key support partner and be an extension of the Company Secretary, Company Secretarial Team, Executive Directors and Executive team through professional interactions with various stakeholders that are engaged with daily.

Duties and responsibilities

Minutes

• Ensure accurate minutes are taken of the company’s Deal Forum, Telecommunication Investment Company, Operational Exco and Staff Incentive Scheme Meetings.
• Facilitation of meetings, preparation of agendas and follow up on matters arising.
• Preparation of reports.
• Attendance and recording of meetings.
• Provide minute extracts, as required. 
• Ensure all minutes are signed and the minute books are updated. 

Statutory

• Draft company resolutions. 
• Completion and submission of required documentation to CIPC - company changes (directors etc.) - MOI's etc.
• Ensure statutory files are maintained correctly and timeously.
• Maintenance of statutory record on E-sec.
• XBRL conversions and submission.

Administration

• Coordinate and generate the powers of attorney. 
• Proper and accurate Group / organogram and investments maintained for all subsidiaries. 
• Monitor and provide guidance for levels of authority.
• Provide supporting documents and paperwork for general signing authorities, upload to the intranet and maintain library.
• Ensure the Access to Information manual is updated and submitted timeously.
• Collate all share movements of Directors and Executive members.
• Prepare and ensure that directors financial and directorships interests, register of interests in shares are updated for noting at quarterly Board meetings.
• Responsible for filing room and Electronic library (intranet).

General Liaison and Queries

• Liaise with Auditors regarding statutory records. 
• Respond to general queries regarding FICA, Tenders / Credit Applications, SARS, B-BBEE Verification. 
• Gift declaration register.

Requirements

Experience 

• 3 - 4 Years relevant working experience as an Assistant Company Secretary.
• Understanding of the Company Secretariat function.
• Knowledge of or understanding the JSE Listing requirements

Qualifications

• Studying towards or completed CIS qualification. 

Competencies and Skills

• High computer literacy – proficient in Word (essential), Excel (essential) and PowerPoint 
• Attention to detail of utmost importance. 
• Meeting deadlines, despite reliance of others. 
• Minute taking. 
• Ability to organise and prioritise.
• Strong interpersonal skills – an ability to interact with people at all levels.
• Capable of working in a pressurized environment – able to occasionally work unsociable hours and with an increased workload.
• Good business sense and able to pick up concepts quickly.
• Strong sense of discretion.